## Duplicate Records

When attempting to enter a new person, address, organization, vehicle, property, or gang index record through the Master Indices menu, the system compares the entered data with existing records, and if a match between the two is found, an error message displays. If you continue creating the duplicate record, the system requires a reason as to why and the record is saved for later review.

Note: While the examples listed in this section reference Person, a similar process applies to all Master Indices.

For descriptive information on Master Indices, refer to Master Indices Overview.

For instructions on entering a new person or address record, refer to Adding Person or Adding Address, respectively.

When entering a new Person record, the system checks for possible duplicate records and a message displays indicating whether or not a possible duplicate is found.

### No Duplicates Found

If no duplicates are found, a green No Duplicates Found message appears on the top right of the section.

### Possible Duplicates Found

A Potential Duplicate Found warning message appears if the system detects a match between the new record and an existing record.

Note: Error messages are highlighted in yellow for purposes of illustration here. These error messages appear in red in the application.

Click on Potential Duplicates Found to view the existing records.

#### Person Duplicates

Click on the Potential Duplicates Found message to display the list of duplicate records, to manually assess whether or not duplicates truly exist.

With proper permissions you can view details or edit (update) the existing records that appear in the list instead of creating a new entry.

If duplicate entries exist for the same record they can be Collapsed together to create one record. Please contact your agency administrator if this function needs to be performed on the duplicate records.

View Details

Details of the record appears when you click on the blue information bubble.

Edit Record

You can update an existing record rather than create a new record, if appropriate. The Details screen appears after you select the Edit icon in the Actions column of the Potential Duplicates list.

Make the necessary updates, then click Save, or click Go Back to return to the Add Person screen.

If you choose to click Save to create the record, even though potential duplicates are found, a screen appears asking you to select existing records as duplicates. Select duplicate records, or click the I Don't Want to Select a Duplicate button to create the record without selecting duplicates. You must enter the reason for the duplicate.

#### Residence Address Duplicates

Enter the address information.

If potential duplicates are found, click on the Potential Duplicates Found message to display the list of duplicate records, to manually assess whether or not duplicates truly exist. With proper permissions you can view details or edit (update) the existing records that appear in the list instead of creating a new entry.

Optionally, click on or hover over the blue information bubble to view additional information.

If one of the duplicates contains the address you need, select it instead of creating a new record by clicking on the Select icon in the Actions column.

Optionally, click the Reset Address Fields button to clear the entered data.

Optionally, click the Revert Selection button on the upper left to remove the vehicle and redisplay vehicle fields

When selecting an existing record from the list, the system inserts the address map.

Click the Save button.

#### Vehicle Duplicates

Click on the Potential Duplicates Found message to display the list of duplicate records, to manually assess whether or not duplicates truly exist. With proper permissions you can view details or edit (update) the existing records that appear in the list instead of creating a new entry.

Optionally, click on the blue information bubble to view additional information. If one of the duplicates contains the vehicle you need, select it instead of creating a new record by clicking on the Select icon in the Actions column.

When selecting an existing record from the list, the system inserts the selected vehicle information. Select the Role.

Optionally, click the Reset Vehicle Fields button to clear the entered data.

Optionally, click the Revert Selection button on the upper left to remove the vehicle and redisplay vehicle fields.

Click Save.